Equipment Management

Equipment Management guides UCI in properly tracking capital equipment - whether the university builds, buys, borrows, or receives it for free.

Loan of Capital Equipment

  • If equipment is loaned to another department for a short period, a memorandum of the transaction should be filed in the lending department. If the period of the loan exceeds one year, it should be reported to Equipment Management via email to equipment-management@uci.edu by the lending department, giving the name of the borrowing department, the property number, and the new location of the equipment with a copy to the borrowing department.
  • When the loan is terminated, Equipment Management must be advised by the lending department.
  1. Loans or assignments of university equipment to UCI Employees for the purpose of instruction, demonstration, research, general university support, or other activity associated with the university are permissible using the University Property Leaving Campus Form.
  2. The University Property Leaving Campus form is initiated by the borrowing department employee and provide department head or business officer name and email address. The form routes to the Equipment Manager for final approval, who then assigns a Loan Agreement number. Copy of the completed agreement will be returned to the borrower, the department head/business officer and Equipment Manager via email.
  3. When the loaned equipment is returned, the lower section of the Equipment Assignment form should be completed and returned via email to equipment-management@uci.edu.
  4. Should this procedure prove impractical or unusual circumstances are involved, contact Equipment Management via email to equipment-management@uci.edu for assistance.
  1. Loans or assignments of University equipment to non-UCI entity for the purpose of instruction, demonstration, research, general university support, or other activity associated with the university are permissible, UCI department should complete the Equipment Loan Agreement for Non-UCI Entity Borrows Equipment from UCI form , signed by the borrower and the department head, then forwarded to equipment-management@uci.edu for approval.
  2. When the loaned equipment is returned, the department should notify Equipment Management with Loan Agreement Number via email to equipment-management@uci.edu.
  1. If personal property is kept on campus for use in university activities:
    1. The borrowing UCI department/unit (Borrower) must be complete an Equipment Loan Agreement for UCI Borrowing Equipment from Third Party (Equipment Loan Agreement). The borrower is responsible for:
      1. Obtaining the signatures of the lender and appropriate department chair/director;
      2. Obtaining the Lender’s Certification of Insurance (COI) in consultation with Risk Services, as necessary, to ensure compliance with UC’s Insurance Policy; and
      3. Forwarding the signed Equipment Loan Agreement and COI to the UCI Equipment Manager at equipment-management@uci.edu.
      4. The Equipment Manager will assign an Equipment Loan Agreement Number to the executed loan agreement and email a copy to the equipment borrower, copying the department chair/director, the lender, and Risk Services.
      5. Personal property (equipment) being used on campus should be identified by the equipment Borrower with a label to include "Personal Property of ____________________".
      6. Personal property shall not be repaired at university expense.
      7. When loaned items are returned, the equipment Borrower shall notify all parties of the return and reference the Equipment Loan Agreement Number.
      8. UCI Administration Policies & Procedures Section 706-14, Section A.

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